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Administrative Assistant

Company: Trustees of Indiana University
Location: Bloomington
Posted on: February 16, 2020

Job Description:

Department

MATHEMATICS (BL-MATH-IUBLA)

Department Information

Our department is dedicated to producing excellent mathematical research integrated with superb mathematical education and mentoring at all levels, from first-year undergraduate service courses through graduate and postdoctoral study.

We are committed to outreach activities at all levels, to disciplinary and interdisciplinary engagement with our colleagues in the College of Arts and Sciences, at Indiana University, and throughout the state, nation, and world. We enhance Indiana University, and the state of Indiana, through our efforts. And, we continue to improve our tradition as a top-tier Department of Mathematics.

Toward the achievement of these goals, we are committed to a respectful, supportive, and inclusive workplace, one that offers equal opportunity to a diverse faculty and student body and one in which faculty and students alike can achieve their best.

The College of Arts & Sciences values diversity, equity, and inclusion as a core strength and essential element in the success of its educational mission. For full diversity statement, click

Job Summary

Manages, coordinates and directs the digital imaging and duplication of all exams, along with other digital imaging needs of the department. Serves as the primary person using the software to create individual exams with unique codes. Creates, scans and distributes answer sheets, scanned answer sheets and graded exams. Coordinates with course coordinators to make sure the correct number of exams are printed and ensures they are ready on time. Coordinates with Ivy Tech to ensure they have the correct number of exams for their classes. Trains new faculty and staff on copier and printer use. Oversees the machines, completing small repairs or scheduling repairs that require a specialist. Manages and assigns copy numbers to all faculty, lecturers, and staff and informs them which copiers and printers they have access to. Prepares monthly report showing usage of copiers. Tracks records of all charges to ensure correct billing via grants and/or billing each month.

Serves as the first point of contact and administrative information resource for students, faculty, parents, and others as they visit the Math Department. Manages appointments for faculty and key departmental staff. Provides direction and guidance for those calling or coming into the office in person with questions. Manages and compiles faculty directories. Oversees the distribution and tracking of office keys. Manages the lost and found. Coordinates and places textbook orders. Collects faculty schedules and schedules classrooms for unique events. Oversees letters to major donors and flyers for Math Call-Out nights. Serves as the point person for building and classroom maintenance issues, and reporting those issues to make sure they are corrected / resolved. Completes DMAI / Faculty Insights data entry, typesets exams in Word, and uses LaTeX. Serves as the backup to the office services assistant as needed.

Required Qualifications

High school diploma or GED and one year of office experience that includes production work in the operation and general maintenance of high volume digital copiers / printers and auxiliary finishing equipment.

Knowledge of the web and comfortable with technology and changes. Strong verbal and written communication skills. Ability to communicate with a wide variety of diverse populations including international faculty, lecturers, visitors and graduate students. Creative problem solving skills with ability to troubleshoot issues as they occur.

Preferred Qualifications

Three years of office experience.

Working Conditions / Demands

Standing for long periods of time, sitting for long periods, bending to work on machines. Ability to work well under the pressure of deadlines and in stressful situations. Ability to focus with a high attention to detail.

Ability to work extra hours for comp time approximately four weeks per year for midterms and finals, in both the fall and spring semesters. Ability to work 2-4 Saturday mornings each year during midterms in both the fall and spring semesters.

Work Location

Mathematics

Bloomington, Indiana

Job Classification

Salary Plan: SS

Salary Grade: 0E

FLSA: Nonexempt

Job Function: Marketing & Communications

Posting Disclaimer

This posting is scheduled to close at 11:59pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. .

Keywords: Trustees of Indiana University, Bloomington , Administrative Assistant, Administration, Clerical , Bloomington, Indiana

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